If adding any personal travel to a business trip, first and foremost, it must be detailed on the submitted Travel Request Form. The PG Business Office must have the beginning and ending dates for the personal portion of the travel.

When booking a business trip with a personal vacation built in there are two options for purchasing an airline ticket:

Direct Bill 

You may direct bill the airfare portion of your trip by booking in Concur or with World Travel.  If your itinerary includes flights that are for personal vacation, such as a side trip to another city/country, you will be responsible for submitting a check to the University for the expense associated with that part of the flight itinerary.  Steps:

  1. On day of booking, print the booked itinerary with its cost that includes extra stops.
  2. On day of booking, print the flight and associated cost if the additional stops were not added.  This should be the least logical airfare for that business related flight.
  3. Write a check to The Trustees of the University of Pennsylvania for the difference in cost, provide both itineraries and submit to your Business Office for deposit.

Penn Travel Card or Personal Credit Card

You may book the entire trip on a credit card.  You will then file an expense report for reimbursement.  Steps:

  1. On day of booking, print the booked itinerary with its cost that includes extra stops.
  2. On day of booking, print the flight and associated cost if the additional stops were not added.  This should be the least logical airfare for that business-related flight.
  3. In your Concur expense report, select Airfare as the expense type and enter the entire amount of the itinerary that was ticketed.
  4. Select Itemize and enter Airfare for the reimbursable portion of the flight, and enter Non-Reimbursable for the personal portion of that flight.  The Non-Reimbursable portion will be the difference better the two business-related flight and the flight with the personal portion included.
  5. Note:  Any flight charges and fees associated with ANY flight changes are considered non-reimbursable unless the change was made upon Penn’s request.
    • PGBO CONCUR
    • PGBO CONCUR

When Traveling with Family

Whenever possible, use a personal credit card (not the Penn Travel Card) for family expenses such as meals and transportation. 

IMPORTANT:  In all cases, if family is accompanying the Penn individual on the trip, their airline tickets must be purchased using a personal credit card.  Neither the direct bill nor the Penn Travel Card are acceptable forms of payment for family airline tickets.

If the Penn Travel Card is used for any expenses that include the family, such as a meal, the traveler is required to:

  1. Enter the total amount of the expense on the line item in Concur.
  2. Itemize the expense line item in Concur with the reimbursable portion being the expense incurred by the business traveler and the non-reimbursable portion being the remainder of the cost.
  3. Pay the credit card directly and promptly for any non-reimbursable expenses put on the card.